Constitution

     Constitution of Badshot Lea Community Association

The Organisation shall be called the ‘Badshot Lea Community Association’, hereinafter called The Association’

The aims of The Association shall be to promote the common interests of residents in the Badshot Lea Village, and immediate surroundings, and work for the benefit of all who live here. This will be done by providing a forum for residents to exchange information and experience and to draw attention to developments which may affect the quality of life in and around the village; representing the interests of residents collectively to regional and national authorities and other organisations; and monitoring and commenting on major issues affecting the quality of life of residents, including planning, traffic management, licensing, cultural activities, community safety and policing.

The Association will collect and provide information to member residents and other interested groups through newsletters or (and) any other helpful means. Will give help, information and advice to any resident in Badshot Lea, on any matter connected with the above-named objects. Will arrange functions for furthering the above-named objects. Will work in close contact with other organisations with complementary interests.

Membership

Membership is open to all residents of Badshot Lea as defined by the Electoral Role, a representative of any community related association and local Ward Members.

All voting members must be at least 16 years of age and be prepared to declare any personal interest in any debate when appropriate. Membership shall cease immediately upon a person leaving the area. Membership shall be free of subscription.

Honorary Officers

Members shall elect such officers as it may from time to time determine, but always including Chairman, Vice-Chairman, Secretary and Treasurer. No two Honorary Officers may be related or living in the same household.

The Committee

The general affairs of The Association shall be directed by a Committee which shall consist of no more than twelve members. The Committee shall include the four Honorary Officers (Chairman, Vice Chairman, Secretary, Treasurer) and the remainder to be made up of ordinary members. This Committee should always aim to represent the mix of residents residing within the village. The Chairman shall hold office for three years, but shall be eligible for re election. All other members shall retire annually and also (but shall) be eligible for re election. The Association shall have the power at any ordinary meeting to fill any casual vacancy. Elections may be held by postal ballot. No committee member shall fill more than one position. Committee members can be voted off if they have not attended three consecutive meetings without good reason and have not submitted their apologies. The Full Members shall have the authority to remove an officer subject to a two-thirds majority outcome of a written ballot. 1 of 3

Other Committees

The Committee shall have the power to appoint such sub committees as it shall from time to time determine.

Public Meetings

Public meetings of the members shall be held as often as needs require, but not less than once per year, to discuss matters of importance and to keep the members fully informed of the groups activities. Members shall be given 14 days notice of a public meeting. Ordinary members may at times be asked to vote on major decisions affecting the lives of residents living within The Association area. All votes shall be decided by a simple majority. Members unable to attend a public meeting will be able to vote in writing/email to the committee.

Annual General Meeting

The Annual General Meeting shall be a public meeting held no later than 31st October in each year (in May/June) to receive the annual report and (audited) income and expenditure account and balance sheet. At least 14 days’ notice shall be given to all members by the Secretary. The election of the committee shall take place at the Annual General Meeting. Nominations for officers and committee members must be submitted at least five days before the Annual General Meeting. Individuals nominated must have agreed to stand.

Special General Meeting

The Chairman may call a Special Meeting; it can also be called upon receipt by the Secretary of a requisition in writing, specifying the object of the meeting, signed by all the delegates of not less than twentyfive members. Any such meeting shall be held within 28 days from the receipt of the requisition and the business transacted at the meeting shall be confined to the purposes embodied in the notice convening the meeting.

Quorum

Decisions taken by the committee must be agreed by the majority of its members with not less than 50% of Committee members voting, or four, whichever is the lower. The chairman shall have a casting vote.

Minutes

Minutes (books) shall be kept by the Association for the Committee and all sub-committees and will be available for inspection on request. (with each page numbered and dated.) 

Accounts

The Association shall cause proper books of account to be kept in respect of:

1. All sums of money received and expended by The Association and the matters in respect of which such receipts and expenditure took place.

2. The assets and liabilities of The Association. The books and accounts shall be kept at the residence of the Treasurer and shall be open to inspection by member association’s delegates at any reasonable time. The accounts shall be laid before the Annual Meeting, showing a proper income and expenditure account for the preceding twelve months, together with a proper balance sheet for the same period. 2 of 3

All funds shall be kept in a bank account that shall be opened in the name of the group. The Secretary, Treasurer and the Chairperson shall be the signatories on the account and all cheques shall require two of these signatures. The group may raise funds by obtaining grants from other bodies or by fundraising schemes. All monies raised by or on behalf of the group shall be applied to further its objectives. All expenditure shall be agreed and controlled by the committee. Receipts should be acquired for all expenditure over one pound. No officer shall sign a blank cheque – all cheques are to be filled in before signatures are added. Signatories must not be related or be members of the same household.

Dissolution

If the committee by a simple majority decides at a Special General Meeting time that it is necessary or advisable to dissolve The Association, it shall seek the approval of all members present. Any assets remaining after the satisfaction of any proper debts and liabilities shall be applied towards an organisation or organisations of a similar charitable purpose.

Alterations to the Constitution

Any alterations to this Constitution attending an Annual General Meeting or a Special General Meeting shall require the approval of two thirds of the members present providing that the members have been given not less than 14 days notice in writing of the wording of the proposed alteration. Members unable to attend may appoint a proxy.

Adoption of the Constitution. 

Until the first A.G.M. takes place the persons whose names, addresses and signatures appear at the bottom of this document shall act as the Management Committee referred to in this constitution. 

This Constitution was adopted by 

Name…………..……………………………………………………………………… 

Address ……………………………………………………………………………………….. 

……………………………………………………………………………………….. 

Signed 

Name………………………………………………………………………………… 

Address ……………………………………………………………………………………….. 

……………………………………………………………………………………….. 

Signed

Name………………………………………………………………………………….. 

Address ………………………………………………………………………………………….. 

………………………………………………………………………………………….. 

Signed 

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